HOTEL 5

HOTEL 7.6 Last updated 12/26/2004
Highlights
People/ Profile - front desk/ reservations
Guest room rates table - front desk/ reservations
Credit card info - reservations
XML export to Crystal Reports and Excel - reports
Condo Web Interface - CONDO
Front desk
Folio Print -
Print by beginning and ending date range.
Folios now print the credit card no (last4) and expiration date, in addition to the approval code on the detail line of each payment processed through Shift4.
Reference column example: AP#12345
Comment column example: AX PAYMENT ACCT:3007 EXP:0107
**NOTE** - This will only work if the user does NOT type anything into the reference field when posting a credit card payment.
Room Lock - In check-in, a check box next to the room number allows you to 'lock' in that room. If you check the box, the room number cannot be changed until you uncheck the box. There is no password required to uncheck the box, just a reminder.
People/ Profile Screen - see 'Reservations' below.
Guest Profile - Lookup by phone number.
Guest room rates table - The room rate for the entire guest's stay is now determined at check in or reservation entry time. If the guest's room rate is to change during the guest stay (because of weekend or season change) the date and rate is displayed in a pop-up window. The rate or dates may be edited at this time, or left as-is. This new method assures more stability in room and tax posting.
Reservations
Room Lock - In reservation entry, a check box next to the room number allows you to 'lock' in that room. If you check the box, the room number cannot be changed until you uncheck the box. There is no password required to uncheck the box, just a reminder.
People/ Profile Screen - provides a 'Guest Centric' gateway to view all guest stays in one screen. - Prior stays, in-house, future reservations, prior cancellations and no-shows, along with total nights and room revenue. Select the stay and you may directly access:
. Future Reservation - Change reservation, enter advance deposit, check-in, print letters.
. In-house - Change/ display/ print folio, post charges/ payments, check-out.
. History: no show of cancellation - View reservation.
. History: prior stay - View or print entire folio.
To enable people/ profile on your system:
(1) Upgrade to Hotel Premium with Guest Profile.
(2) Add program name 'gaprofil' to your menu.fil - either in the drop-down menu or as a toolbar button.
Guest Profile - Lookup by phone number.
Credit card info is automatically passed from Guest Profile to the reservation. When entering the guest's advance deposit, the credit card number, expiration date, name on card, zip code, and cv2 number is automatically filled in.
Confirmation letter - New html tags available:
{FIRSTNIGHTROOMTAX} Total room & tax (or package total) for first night stay.
{TOTALROOMTAX} Total room & tax for guest's entire stay.
{TOTALDUE} Total room & tax less deposit received.
Registration Form - New html tag - {EMAIL} Guest's email address.
You may no longer delete packages, companies, or travel agencies from the front desk or reservation screens.
Print Confirmation Letter from the Reservation Entry Screen: Press the "Conf letter" button at the bottom of the "Enter Reservation" screen.
Soft Blocking of Rooms for groups. In the group setup block screen, there is now a button to "soft block". Selecting this button displays the room availability screen, from which you may select rooms for the group. The room availability screen displays "soft blocked" room in a different color than occupied and reservation pre-assigned rooms.
New Package Feature: You may set up each charge in a package to be posted; per room, per adult, or per adult and child.
Guest History
Report Generator:
'Guest Profile Only' option allows reporting of any guest profiles, whether past, present, future, or profiles who have no reservation.
Second 'select by' parameter.
Ascii file generation is now tab delimited.
Additional select fields: email address, room rate, room number.
Retrieves address form Guest Profile for labels and text file export.
Night Audit
Improved locked file detection decreases chance of night audit terminating abnormally because of users not logged out of the system.
Charge and Payment Journal may now be printed for the previous day.
Guest Trial Balance may now be printed for the previous day.
'Update Statistics' now posts only once even if Reorganize was re-run.
Backup files (gares.fbk, gagmast.fbk, gagdet.fbk) are created immediately before Reorganize. These files may be used to restore to gares.fil, gagmast.fil, and gagdet.fil, respectively in case of system failure in the middle of Reorganize.
Graphical Reorganize screen.
Night Audit City Ledger Posting:
(1) The reference number (invoice number) now contains the last 5 digits of the guest's folio number, "-", and a four digit sequence number. Previously, only a 2 digit sequence number was used.
(2) There is now a backup file created, (gagcity.fbk) prior to city ledger posting if, in case of a problem, the program needs to be re-run.
New option to post night audit totals in the second currency. (menuini.fil option)
Manager
New 'Yield Management' Table allows user to specify restrictions on rate codes or check in on certain dates. For Example:
Rate code such as 3 (AAA) is unavailable for a period of time or for certain dates.
No Saturday check ins available for certain dates
Reports
XML Export - program 'gagenxml' creates xml files from guest profile, reservations, in-house guests, and guest history. Both guest information and transaction detail are exported. Execu/Tech has developed sample Crystal Report .rpt files to help you get started. Crystal Reports Professional version 8.5 or later is required. The xml files are created in a sub-folder under the \users folder in the current hotel folder. For example, if your Employee ID is "ABC", then your xml files are created in \program files\hotel\users\ABC.
AM Report, Revenue Analysis - New option to print the "per" amount as per item or per occupied room.
CONDO
Web Interface - Owners may now see the availability of their rooms on the internet through a Condo version of Execu/Tech's Webres.
Owner Revenue Pooling - The owners may now pool their revenue by unit group. The "pool code" is set up in each unit's record.
Owner Statements now print the total occupied nights and owner occupied nights.
Owner Statements have the option of printing transaction detail or summary.
Owner Detail Report prints sub-totals per account.
Owner Comps (guest rate code "7") may now be used.
Inter-company capability - The CONDO company (property) may be set up differently from the General Ledger and Accounts Payable company. There is a new field in the Parameter Record in Control File Setup called "General Ledger/ Accounts Payable Company".
Seamless interface to Accounts Payable.
(1) Invoices are created and checks may be written to owners from the Owner Statements. After Statements are printed, a new program (CNORGEN) is executed called "Create Owner Invoices". An invoice is created for each unit for the CURRENT profit/ loss for that unit. Two new codes must be set up in the parameter record; "Owners' Revenue Generation Charge Code" (for invoice posting) and "Payment to Owners" Charge Code (for check writing).
(2) Invoices may be posted to owners' expense sub-ledgers directly from Accounts payable. A bank code must be set up as "$CN" associated with the "Due To/ From Owners" general ledger account.
Multiple batch transaction files. Each terminal and company now generates separate transaction files (CNTRNXYY.FIL) where X is the terminal number and YY is the company code.
Credit card Processing
City Ledger Credit Card Processing is now available.
In both open item and balance forward payment entry, type "/" at the payment code prompt. Credit card processing is then performed the same as in HOTEL.
To void a payment (same day), select "Delete Transactions" in the "Enter charges/ balance forward payments" screen.
A Payment with a "-" entered in the amount (credit payment) will be sent to the credit card processor as a credit transaction.
Credit card payment codes (AX, MC, VS, etc.) must be set up in City Ledger to match the credit card payment codes in HOTEL.
Option to print no receipt at check-out (minuini.fil line: CCARD-RECEIPT-CHECKOUT=NO)

Execu/Touch 7.6 Last updated 12/26/2004
Order Entry	Optional 'Auto Gratuity' button - When closing a check, the "Automatic Gratuity" key will take the gratuity % from the store record and automatically create a charge for the total on the check, leaving the existing Gratuity key as it is. When printing the check, there is an additional blank line for "additional Tip". The following menuini.fil option is required: POS-AUTO-GRATUITY-BUTTON=YES Credit Card Tab - To run a tab, press "Tab" in the order entry screen, then press "Ok" for the name. The credit card swipe prompt then appears. After swiping the card, you may select up to 3 pre-defined credit amounts. The card is pre-authorized for this amount. The check may be accessed and items added as many times as desired. To close the tab, press "Total", then press "Print Check" to print a presentation check, then press "Add Tip" to add the tip and close the check. To activate this teature, add the following line to MENUINI.FIL: POS-CCARD-TAB-LIMITS=25.00 50.00 100.00 * Up to 3 credit limits are available when using credit card tab feature. Void Credit Card Pre-authorization. You may void (cancel) a pre-authorization either immediately after processing the card or in the "add tip" mode. After the first pre-authorization is performed on a check, the "Void Check" button is changed to a "Void Pre Auth" button. Pressing this button will cancel all payments and pre-auths to this check, essentially leaving the check in the "open" state. New Credit Card Receipt Option - You may now print a masked account number (only last 4 digits) on the presentation receipts to the customer but print the entire account number on the "closed" receipt for the merchant. Add the following line to menuini.fil: CCARD-ACCT-XXXX=CUSTOMER The server's number now displays on the main order entry screen. Two Discounts are now available in the Total Screen. Expanded check capacity - Each check may now have up to 290 line items. Global Daily Message - Can be displayed on all login screens. Set up as follows: Go into the supervisor menu. Choose "Modify Daily Message". Type in a message. That message will immediately show on each login screen. Payment on Account, Accounts Receivable - Account balance now displays after customer is selected. Payment type selection is now via pushbutton menu instead of typing a code. Credit card processing is now enabled with payment on account. Payment on account transactions are now reported on the cashiers' reports. Reprint credit card receipt on open (preauthorized) check . Touch the "Print" button in the total screen in the "add tip" mode.
Reports. Supervisor	POS Reports may print by HOTEL revenue code. Grand totals print on item sales period to date reports. Item Sales by Server/ Dept/ Menu, etc. prints associated modifiers. Reports now print non-taxable sales totals. POS reports now have the option to print discounts by department. Control file list may now print departments.
Administrator	Employee, item, and modifier set-up screens now have the option of name/ description search as well as look-up by code.
Inventory	Item Setup - new fields: department, up to 13 locations. Inventory Status Reports may now sort by category (class) with sub-totals. Optional password required to delete an item. Set up is in inventory control record.

Back Office 7.6 Last updated 12/26/2004
General Ledger	New MAS90/ MAS200 general ledger interface.
Payroll
Accounts Receivable	Open Item Statements can now optionally print a range of transactions by date. City Ledger Open Items Statements (HOTEL): The guests arrival/departure date and comment 3 may now be printed in the comment column. The following line is required in "MENUINI.FIL": AR-STATEMENT-GUEST-INFO=COMMENT3,ARR-DATE,DEP-DATE
Accounts Payable	Partial invoice payments are now allowed in the payment selection screen. Laser Check Printing: Option to sort checks by vendor code or name No long asks to void previous check number. Prints vendor code on check stub instead of check.
Time & Attendance
Core programs

HOTEL 7.6 Last updated 12/26/2004
Highlights	People/ Profile - front desk/ reservations Guest room rates table - front desk/ reservations Credit card info - reservations XML export to Crystal Reports and Excel - reports Condo Web Interface - CONDO
Front desk	Folio Print - Print by beginning and ending date range. Folios now print the credit card no (last4) and expiration date, in addition to the approval code on the detail line of each payment processed through Shift4. Reference column example: AP#12345 Comment column example: AX PAYMENT ACCT:3007 EXP:0107 NOTE - This will only work if the user does NOT type anything into the reference field when posting a credit card payment. Room Lock - In check-in, a check box next to the room number allows you to 'lock' in that room. If you check the box, the room number cannot be changed until you uncheck the box. There is no password required to uncheck the box, just a reminder. People/ Profile Screen - see 'Reservations' below. Guest Profile - Lookup by phone number. Guest room rates table - The room rate for the entire guest's stay is now determined at check in or reservation entry time. If the guest's room rate is to change during the guest stay (because of weekend or season change) the date and rate is displayed in a pop-up window. The rate or dates may be edited at this time, or left as-is. This new method assures more stability in room and tax posting.
Reservations	Room Lock - In reservation entry, a check box next to the room number allows you to 'lock' in that room. If you check the box, the room number cannot be changed until you uncheck the box. There is no password required to uncheck the box, just a reminder. People/ Profile Screen - provides a 'Guest Centric' gateway to view all guest stays in one screen. - Prior stays, in-house, future reservations, prior cancellations and no-shows, along with total nights and room revenue. Select the stay and you may directly access: . Future Reservation - Change reservation, enter advance deposit, check-in, print letters. . In-house - Change/ display/ print folio, post charges/ payments, check-out. . History: no show of cancellation - View reservation. . History: prior stay - View or print entire folio. To enable people/ profile on your system: (1) Upgrade to Hotel Premium with Guest Profile. (2) Add program name 'gaprofil' to your menu.fil - either in the drop-down menu or as a toolbar button. Guest Profile - Lookup by phone number. Credit card info is automatically passed from Guest Profile to the reservation. When entering the guest's advance deposit, the credit card number, expiration date, name on card, zip code, and cv2 number is automatically filled in. Confirmation letter - New html tags available: {FIRSTNIGHTROOMTAX} Total room & tax (or package total) for first night stay. {TOTALROOMTAX} Total room & tax for guest's entire stay. {TOTALDUE} Total room & tax less deposit received. Registration Form - New html tag - {EMAIL} Guest's email address. You may no longer delete packages, companies, or travel agencies from the front desk or reservation screens. Print Confirmation Letter from the Reservation Entry Screen: Press the "Conf letter" button at the bottom of the "Enter Reservation" screen. Soft Blocking of Rooms for groups. In the group setup block screen, there is now a button to "soft block". Selecting this button displays the room availability screen, from which you may select rooms for the group. The room availability screen displays "soft blocked" room in a different color than occupied and reservation pre-assigned rooms. New Package Feature: You may set up each charge in a package to be posted; per room, per adult, or per adult and child.
Guest History	Report Generator: 'Guest Profile Only' option allows reporting of any guest profiles, whether past, present, future, or profiles who have no reservation. Second 'select by' parameter. Ascii file generation is now tab delimited. Additional select fields: email address, room rate, room number. Retrieves address form Guest Profile for labels and text file export.
Night Audit	Improved locked file detection decreases chance of night audit terminating abnormally because of users not logged out of the system. Charge and Payment Journal may now be printed for the previous day. Guest Trial Balance may now be printed for the previous day. 'Update Statistics' now posts only once even if Reorganize was re-run. Backup files (gares.fbk, gagmast.fbk, gagdet.fbk) are created immediately before Reorganize. These files may be used to restore to gares.fil, gagmast.fil, and gagdet.fil, respectively in case of system failure in the middle of Reorganize. Graphical Reorganize screen. Night Audit City Ledger Posting: (1) The reference number (invoice number) now contains the last 5 digits of the guest's folio number, "-", and a four digit sequence number. Previously, only a 2 digit sequence number was used. (2) There is now a backup file created, (gagcity.fbk) prior to city ledger posting if, in case of a problem, the program needs to be re-run. New option to post night audit totals in the second currency. (menuini.fil option)
Manager	New 'Yield Management' Table allows user to specify restrictions on rate codes or check in on certain dates. For Example: Rate code such as 3 (AAA) is unavailable for a period of time or for certain dates. No Saturday check ins available for certain dates
Reports	XML Export - program 'gagenxml' creates xml files from guest profile, reservations, in-house guests, and guest history. Both guest information and transaction detail are exported. Execu/Tech has developed sample Crystal Report .rpt files to help you get started. Crystal Reports Professional version 8.5 or later is required. The xml files are created in a sub-folder under the \users folder in the current hotel folder. For example, if your Employee ID is "ABC", then your xml files are created in \program files\hotel\users\ABC. AM Report, Revenue Analysis - New option to print the "per" amount as per item or per occupied room.
CONDO	Web Interface - Owners may now see the availability of their rooms on the internet through a Condo version of Execu/Tech's Webres. Owner Revenue Pooling - The owners may now pool their revenue by unit group. The "pool code" is set up in each unit's record. Owner Statements now print the total occupied nights and owner occupied nights. Owner Statements have the option of printing transaction detail or summary. Owner Detail Report prints sub-totals per account. Owner Comps (guest rate code "7") may now be used. Inter-company capability - The CONDO company (property) may be set up differently from the General Ledger and Accounts Payable company. There is a new field in the Parameter Record in Control File Setup called "General Ledger/ Accounts Payable Company". Seamless interface to Accounts Payable. (1) Invoices are created and checks may be written to owners from the Owner Statements. After Statements are printed, a new program (CNORGEN) is executed called "Create Owner Invoices". An invoice is created for each unit for the CURRENT profit/ loss for that unit. Two new codes must be set up in the parameter record; "Owners' Revenue Generation Charge Code" (for invoice posting) and "Payment to Owners" Charge Code (for check writing). (2) Invoices may be posted to owners' expense sub-ledgers directly from Accounts payable. A bank code must be set up as "$CN" associated with the "Due To/ From Owners" general ledger account. Multiple batch transaction files. Each terminal and company now generates separate transaction files (CNTRNXYY.FIL) where X is the terminal number and YY is the company code.
Credit card Processing	City Ledger Credit Card Processing is now available. In both open item and balance forward payment entry, type "/" at the payment code prompt. Credit card processing is then performed the same as in HOTEL. To void a payment (same day), select "Delete Transactions" in the "Enter charges/ balance forward payments" screen. A Payment with a "-" entered in the amount (credit payment) will be sent to the credit card processor as a credit transaction. Credit card payment codes (AX, MC, VS, etc.) must be set up in City Ledger to match the credit card payment codes in HOTEL. Option to print no receipt at check-out (minuini.fil line: CCARD-RECEIPT-CHECKOUT=NO)